I just don't get how some agents do it!

To me the fundamental issue is to take  care of what you have before going out to get more.  In doing that, I would work very hard to only work with clients that are moving forward to conclude a deal.  If my listings are not saleable, get them saleable or reduce time spent.  If buyers will not buy after a reasonable effort, let them go and move on. 

You are in the business to get deals done.  After you have handled the work of the day with the work you have, spend time prospecting.

I have a college student help me with marketing and paperwork and pay her by the hour 

Crandall -- It's difficult to keep on top of every detail without structure. I doubt you are at a point where you can hire an assistant but you can keep lists.  I can get to a point of "it's old hat" and think I don't need the lists, but it only takes one detail forgotten and I am back to reality. (And when you are able to afford an assistant you already have what they are supposed to do mapped out!) 

Crandall....I'm like you, I worry if I'm doing what I need to do to take care of everything. I've got two closings in the works right now....and I'm worried that something's going to get lost in the shuffle.